DEFENSE LOGISTICS AGENCY

HEADQUARTERS

8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6221

IN REPLY

REFERTO DLMSO April 10,2006

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 195,

DLMS Unique Item Tracking (UIT) Procedures (Staffed by PDC 147A)

(Supply/UIT)

The attached change to DOD 4000.25-M, DLMS, is approved for implementation.

This change supports compliance with DOD 4140.1-R, DOD Supply Chain Materiel

Management Regulation. The enclosed procedures will be published in DLMS Change Number 3.

Addressees may direct questionsto the DLMSO point of contact, Ms. Mary Jane

Johnson, Chair, Unique Item Tracking Committee (UITC), 703-767-0677, DSN

427-0677, email: Mary.Jane.Johnson@dla.mil. Others must contact their DOD

Component designated Supply Process Review Committee or UITC representative.

~~

Director

Defense Logistics Management

Standards Office

Attachment

cc:

ADUSD (L) SCI

UID Program Office

Unique Item Tracking Committee

Joint Small Arms Coordinating Group

Joint Physical Inventory Working Group

Supply Discrepancy Report Subcommittee

L
Page 1 of 8 

ADC 195 

Attachment 

ATTACHMENT TO ADC 195 

DLMS UNIQUE ITEM TRACKING (UIT) PROCEDURES 

1. ORIGINATOR: 

a. Service/Agency: Defense Logistics Management Standards Office (DLMSO) in 

conjunction with the Unique Item Tracking Committee (UITC)

b. Originator: Ms. Mary Jane Johnson, DLMSO, UITC Chair, 703-767-0677, 

DSN 427-0677, email: Mary.Jane.Johnson@dla.mil

2. FUNCTIONAL AREA: Supply, Unique Item Tracking (UIT); all systems relevant 

to the UIT of items of supply throughout the DOD supply chain. The existing DLMS 

DOD Small Arms Serialization program (DODSASP) procedures are addressed by 

DLMS, Volume 2, Chapter 18.

3. REFERENCES: 

 a. DLMS Supplements listed in ADC 195 are posted to the DLMSO Web site at 

http://www.dla.mil/j-6/dlmso/elibrary/TransFormats/x12.asp. Federal Implementation 

Conventions are available at http://fedebiz.disa.mil/cgi/advsearch.cgi. 

 b. Unique Item Tracking (UIT) policy is published by DOD 4140.1-R, DOD Supply 

Chain Materiel Management Regulation, which is available at: 

http://www.dtic.mil/whs/directives/corres/html/41401r.htm. 

 c. Unique Identification (UID) policy and associated documentation are available at: 

http://www.acq.osd.mil/dpap/UID. 

d. DLMSO memorandum, February 6, 2006, subject: Proposed DLMS Change 

(PDC) 147A DLMS Unique Item Tracking (UIT) Procedures (Supply/UIT) 

 e. Approved DLMS Change (ADC) 129, New DLMS Supplement for DLMS 

Advance Shipment Notice (ASN) Following Federal Implementation Convention (IC) 

856, Shipment Notice/Manifest (DLMS/MILSCAP), October 1, 2004, updated the 4010 

Federal IC 856 to provide additional functionality to include the ability to capture UID 

information consistent with UID policy and Wide Area Workflow – Receipt and 

Acceptance (WAWF-RA), Radio Frequency Identification (RFID) information consistent 

with RFID policy, and for clarification of specific data fields. 

 f. ADC 128, Revised SDR Transaction Exchange [Formats, Codes, & Unique 

Identification (UID)] (DLMS Supply/SDR), August 16, 2004, updated the SDR to 

support transactional exchange of UII and related data and provided specific discrepancy 

codes to report UII-related discrepancies. 
Page 2 of 8 

ADC 195 

Attachment 

4. REQUESTED CHANGE: 

a. Title: DLMS Unique Item Tracking (UIT) Procedures 

b. Description of Change: 

(1) This change provides for DOD 4000.25-M, DLMS, Volume 2, UIT (formerly 

called serial number tracking) procedures. The purpose is to support the changing 

environment for maintaining visibility of uniquely identified assets for the primary purpose 

of inventory control and/or engineering analysis and to develop procedures to support 

evolving UIT systems. The change recognizes the requirement to include provisions for 

data introduction and tracking using automated information technology and transactional 

exchange of information. During initial staffing of the UIT procedures by PDC 147, 

discussion at the December 2004 UITC meeting determined that the PDC 147 UIT 

procedures were unduly influenced by MILSTRAP Chapter 12 DOD Small Arms 

Serialization Program (DODSASP) procedures, and a fresh approach should be taken as 

much of the small arms information would not apply to other UIT programs. Hence the 

specific DOD Small Arms Serialization Program (DODSASP) procedures will remain in 

DLMS, Volume 2, Chapter 18. The UIT procedures were revised accordingly and 

restaffed by PDC 147A (reference 3.d.) to provide high level DLMS business rules and 

transactions for all other UIT. The DLMS Chapter 19 procedures approved by this change 

support: 

 (a) DOD 4140.1-R, DOD Supply Chain Materiel Management 

Regulation, May 2003, Chapter 5, section C5.7.3, Unique Item Tracking (UIT):

(http://www.dtic.mil/whs/directives/corres/html/41401r.htm) 

 (b) DOD Directive 8190.1, DOD Use of Electronic Data Interchange 

(EDI) Standards, which requires that the DOD Components “Use only FIPS 161-2 EDI 

standards (and Federal EDI Standards Management Coordination Committee 

(FESMCC)/DOD EDI Standards Management Committee (EDISMC)-approved ICs for 

electronic business transaction exchanges in new and planned logistics business processes 

to include major modifications to existing legacy systems. DLMS is the basis for new, 

replacement, and major modifications to logistics business processes.”: 

(http://www.dtic.mil/whs/directives/corres/html/81901.htm). 

(2) Comments received to PDC 147A, and the comment disposition: 

ALL COMMENTS TO PDC 147A WERE SUBMITTED BY USAF THROUGH MS. BOBBIE ZIOLEK/ 

AFMC/LGIA, USAF SUPPLY PRC REPRESENTATIVE: 

ORGANIZATION # PDC 147A 

LOCATION 

COMMENT DISPOSITION 

USAF 

Mr. Eddie Chase 

AFMC LSO/LOA 

AF SNT/UID 

1 Throughout 

PDC 147A 

Instead of saying MIL STD 130M say 

MIL STD 130M or most current 

version. 

Concur. 

DLMSO revised throughout to read: 

“MIL STD 130M or most current 

version.” 
Page 3 of 8 

ADC 195 

Attachment 

Program Manager 

ORGANIZATION # PDC 147A 

LOCATION 

COMMENT DISPOSITION 

2 PDC 147A 

Attachment 

Page 7 

The discussion of the UII construct 

creates the impression that the Issuing 

Agency Code and Enterprise Identifier 

are two separate data elements within 

the UII. This is not true. There is only 

one data element that identifies the 

organization that creates the UII and it 

is represented by the Enterprise 

Identifier. An issuing agency code 

within the UII should be synonymous 

with the term Enterprise Identifier 

(EID). 

Nonconcur. 

Issuing Agency Code (IAC) and 

Enterprise Identifier (EID) are two 

distinct data elements. IAW the UID 

Guide, Ver 1.5, 6/5/05 

(http://www.acq.osd.mil/dpap/UID/), 

the IAC represents the agency that 

issued the EID. The IAC does not 

need to be marked on the item, 

however it is part of the concatenated 

UII data. The IAC can be derived 

from the EID mark by the AIT 

software. 

DLMSO has clarified the term 

defined in DOD 4000.25-M, DLMS, 

to clearly indicate that the definition 

addresses the concatenated UII. 

3 PDC 147A 

Enclosure 1 

C19.7.3.2 

manager in "integrated material 

manager" is misspelled as manger

Noted and corrected. 

4 PDC 147A 

Enclosure 1 

Footnote 2 

Footnote improperly references MILSTD 130L, which has been superseded 

by MIL-STD 130M 

Concur. 

See disposition to comment 1. 

5 PDC 147A 

Enclosure 1 

C19.15 

UII Receipt Discrepancies appear to 

lack the focus of how severe it is for an 

item to have an incorrect UII. When 

the organization that created the UII 

applied it to an item, it was uniquely 

identifying a specific instance of an 

item. If that identification is incorrect, 

all data related to that UII will be 

questionable. 

Noted, however the OSD UID policy 

for UII discrepancies is not clearly 

defined at this time. As more 

definitive OSD guidance evolves for 

handling UII discrepancies, the 

discrepancy procedures will also 

evolve. 

USAF 

Mr. Paul Hickey 

Contractor support 

to HQ AFMC 

6 PDC 147A 

Enclosure 2 

AP5.2.3.10 

This paragraph improperly references 

MIL-STD 130L, which has been 

superseded by MIL-STD 130M. 

Concur. 

See disposition to comment 1. 

(3) In addition to the Approved DLMS Changes (ADCs) identified in the paragraph 3 

references, other ADCs or PDCs which complement ADC 195 and support DLMS UIT 

procedures, include:1

 (a) ADCs for modification of select DS with UIT capability to provide 

capability to send an information copy of the transaction to a stand-alone UIT registry when 

required by a Component (such as when/if an integrated AIS approach is not used for UIT). 

 

1 ADCs/PDCs are available at: http://www.dla.mil/j-6/dlmso/eLibrary/changes/processchanges.asp. 
Page 4 of 8 

ADC 195 

Attachment 

ADC 157 (for DS 527D and 527R) and ADC 165 (for DS 856, 856S, 861, 867I, 870M, 

945A, and 947I) apply.

 

 (b) ADC 172 to provide a UID indicator in the 527D Advance Receipt 

Information (ARI) transaction for dues-in from procurement instrument sources. The 

527D ARI transaction allows the integrated materiel manager (IMM) to include contract 

information in the ARI transaction sent to the distribution depot, to facilitate the receiving 

process. Under DLMS, as part of the contract information, the IMM shall include 

indicators identifying whether the contract required use of UID and/or passive radio 

frequency identification (RFID). 

 (c) Various ADCs for modification of DLMS Supplements (DS) with UIT 

capability to provide a specific qualifiers/data necessary to support tracking by either a 

serial number as required by some legacy systems, or by a Unique Item Identifier (UII) as 

defined under DOD UID policy as follows:

DS # DS Name ANSI 

Version 

 ADC # 

140A Small Arms Reporting 4010 171 

180M Material Returns Reporting 4010 170 

511M 

511R 

Requisition (Modification) 

Requisition 

4010 

4010 

169 

527D 

527R 

Due-in, Advance Receipt, Due 

Verification 

Receipt, Inquiry, Response and MRA 

4010 

4010 

148 

810L Logistics Bill 4010 154 

842A/W SDR submission 4030 128 

842S/Q 

842S/R 

Storage Quality Control Report 

Storage Quality Control Report Reply 

4030 

4030 

131 

846A 

846F 

846I 

Asset Reclassification 

Ammunition Freeze/Unfreeze 

Asset Status Inquiry/ Report 

4010 

4010 

4010 

155 

856 Advance Ship Notice 4010 129 

856S Shipment Status 4030 127 

861 Acceptance Report 4010 132 

867I Issue 4010 153 

870M Materiel Returns Supply Status 4010 170 

940R 

945A 

Material Release 

Material Release Advice 

4030 

4010 

169 

947I Inventory Adjustment 4030 156 
Page 5 of 8 

ADC 195 

Attachment 

(d) DLMSO will staff additional PDCs to incorporate UID data in the 

following DS: 

DS # DS Name ANSI Version 

140B* Unique Item Tracking Reporting 4030 

856R Shipment Status Material Returns TBD 

888A Small Arms Data Change Will migrate to 4030 to 

pick up IUID data 

888B Unique Item Data Change 4030 

*DS 140B PDC will also address capability to request sight verification of a UII. 

(e) DLMSO will staff a separate proposal to incorporate Unique Item 

Tracking Transaction Codes (UITTC). The following UITTCs had been included in 

PDC 147A, but after further evaluation, the UIT Committee Chair will staff as part of a 

separate PDC under development to revise DS 140B. 

PROPOSED 

UITTC 

Explanation 

SV Sight verification successful. Use with DS 140B sight verification response. 

SU Sight verification unsuccessful. Use with DS 140B sight verification response. 

5. REASON FOR CHANGE: 

 a. ADC 195 will enable the DOD Components to comply with DOD 4140.1-R for 

establishing standard UIT programs within the Department of Defense, and for 

transactional exchange of UIT information using DLMS. DLMS provides for UIT by 

serial number or UII. This is necessary to accommodate the requirements of Component 

legacy tracking systems which used serial numbers, as well as look to the future as UIIs 

become more widespread as a result of Component implementation of DOD IUID policy. 

b. The primary purpose for maintaining visibility of selected uniquely identified asset 

item under UIT is for inventory control and/or engineering analysis. However, other areas 

such as security, accountability, safety, maintenance, operational readiness, and warranty 

applicability may benefit from a standard UIT program. The procedures will support 

evolving systems by providing for inclusion of serial number and UII in basic stock 

movement such as receipts, issues, transfers, adjustment, and returns. Inclusion of the UIT 

data in the standard DLMS logistics transactions provides the Components a tool which 

can be used for transaction exchange of information in their AIS to track an individual 

unique item from cradle-to-grave.

c. The objective of this change is to encourage the use of DS to populate 

accountability and, if required, visibility records. These procedures do not dictate how 

the DOD Component systems accomplish UIT. While integrated AIS accommodating 
Page 6 of 8 

ADC 195 

Attachment 

UIT data may be preferred in modernized systems, the procedures also accommodate use 

with stand-alone UIT data registries when required. DLMSO does not have visibility of 

how Component ERPs and other modernization initiatives will conduct UIT. 

It is critical that the SPRC representatives, in conjunction with the DOD UITC 

representatives, address this approved change and the intended method of UIT 

with your system modernization offices responsible for your ERPs and other 

modernization efforts. 

6. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: This change supports the Department’s policy to establish standard 

UIT programs for selected items, and to exchange data for those programs using DLMS. 

Further, the change emphasizes that a viable UIT program is of little value unless the 

Components systematically develop and maintain comprehensive and accurate records 

for each uniquely identified asset. The records should be organized and maintained in 

such a way as to ensure that visibility and accurate information can be retrieved and 

collated in a timely and reliable manner. 

Based on the above, the ideal AIS will provide a method of tracking a DOD UIT 

program asset, from cradle-to-grave. The benefits derived from UIT, in flexible AIS, will 

improve overall product performance in the field, thus lowering support costs and 

improving service levels. 

b. Disadvantages: None identified. 

7. INTERFACE/IMPACT: 

a. Data Content/Procedures: The DOD Components may need to revise DOD 

Component regulations and automated information systems. 

b. Coordination/Staffing: The DOD Component SPRC representatives’ 

coordination for this approved change should include, but not be limited to, their 

wholesale and retail logistics system modernization offices; and their UITC and JSACG 

representatives. 

c. Publications: DOD 4000.25-M, Defense Logistics Management System (DLMS) 

and as noted in paragraphs 6 and 7.a. above. 

d. Procedures: Revise DOD 4000.25-M, DLMS, as follows: 

 (1) TABLE OF CONTENTS. Revise to accommodate new Chapter 19, Unique 

Item Tracking; and new Appendix 5, Instructions for Submission of DOD UIT Program 

Candidates. 

(2) REFERENCES. Add the following references: 

DoD Unique Identification (UID), http://www.acq.osd.mil/dpap/UID 
Page 7 of 8 

ADC 195 

Attachment 

MIL-STD-130M (or most current version), “DoD Standard Practice Identification 

Marking of U.S. Military Property,” http://www.acq.osd.mil/dpap/UID/standards.htm. 

National Archives Records Administration (NARA) General Records Schedule 

(GRS), http://archives.gov/records_management/records_schedules.html. 

National Telecommunications and Information Systems Security Instruction 

(NTISSI) No. 4001, Controlled Cryptographic Items 

(3) ACRONYMS AND ABBREVIATIONS. Add the following new acronyms: 

ACRONYM DEFINITION 

CAM Chemical Agent Monitor 

CCI Controlled Cryptographic Items 

DODSASP DoD Small Arms Serialization Program 

IUID Item Unique Identification 

NDLR Navy Depot Level Reparable 

NRC Nuclear Regulatory Commission 

RATTS Radiation Testing and Tracking System 

TAMMS The Army Maintenance Management System 

TEDB The Army Maintenance Management System (TAMMS) Equipment 

Data Base 

UITDC Unique Item Tracking Designator Code 

UITTC Unique Item Tracking Transaction Code 

 

(4) TERMS AND DEFINITIONS. 

 (a) Add a new definition for Unique Item Tracking as follows: 

UNIQUE ITEM TRACKING (UIT). A program within DoD for tracking selected 

items to maintain visibility of each uniquely identified asset for the primary purpose of 

inventory control and/or engineering analysis. 

 (b) Revise the following DLMS Definitions for consistency with revised 

UID Program Manager Office terminology whereby former UID constructs 1 and 2 are 

now referred to UII constructs 1 and 2, and to accommodate new terminology such as 

Item Unique Identification (IUID) (see the UID Web site for the most recent guidance 

and information: http://www.acq.osd.mil/dpap/UID): 

UNIQUE ITEM IDENTIFIER (UII). An identifier used in unique item tracking 

programs to uniquely identify an individual asset used within DoD. The UII may be 

derived from a DoD recognized IUID equivalent [e.g., Vehicle Identification Number 

(VIN)] or a composite structure defined by the DoD [refer to UII Construct 1 and UII

Construct 2]. Formation of the UII relies upon two primary methods of serialization: (1) 

Serialization within the enterprise and (2) Serialization within the original part number of 

the enterprise. Regardless of which numbering system is used, the UII must include the 

Enterprise Identifier. Refer to OSD policy and supporting documentation for specific 
Page 8 of 8 

ADC 195 

Attachment 

guidance at http://www.acq.osd.mil/dpap/UID/. Refer to MIL-STD-130M (or most 

current version) for specific guidance marking of U.S. Military property. 

UNIQUE ITEM IDENTIFIER (UII) TYPE. A designator that identifies the specific 

structure and syntax of a type of UII. Specific examples of the UII Type are: Vehicle 

Identification Number (VIN), UII Construct 1 (UII 1), UII Construct 2 (UII 2). 

Unique Identification (UID) Construct I UNIQUE ITEM IDENTIFIER (UII) 

CONSTRUCT 1. This is a concatenated UII based upon serialization within the 

enterprise. The concatenated UII Construct 1 contains the IAC, EID, and serial 

number.2

Unique Identification (UID) Construct II UNIQUE ITEM IDENTIFIER (UII)

CONSTRUCT 2. This is a concatenated UII based upon serialization within the part, lot 

or batch number within the enterprise. The concatenated UII Construct 2 contains the 

IAC, EID, original part number, lot or batch number, and the serial number. For legacy 

material, a subset of UID Construct II (referred to as Construct IIA) contains a batch, 

lot number, or other production run number required for uniqueness of the serial 

number within the part. 

(5) VOLUME 2, SUPPLY STANDARDS AND PROCEDURES, CHAPTER 

19. Add new chapter 19, Unique Item Tracking, as shown at Enclosure 1. 

(6) VOLUME 2, SUPPLY STANDARDS AND PROCEDURES, APPENDIX 5. 

Add new appendix 5, Instructions for Submission of DoD UIT Program Candidates, as 

shown at Enclosure 2. 

 

 Enclosures

 

2

 For ADC 195 information purposes, the following information, which is currently published in DOD 

4000.25-M, is provided: IAC = Issuing Agency Code; EID = Enterprise Identifier. 

Additionally, the following information from the DoD Guide to Uniquely Identifying Items, Version 1.5, 

June 7, 2005 is provided: “At the current time, IACs exist for six most commonly used enterprise 

identifiers. These IACs are “0 through 9” for the EAN.UCC Company Prefixes assigned by EAN.UCC, 

“LB” for ANSI T1.220 numbers, “UN” for the DUNS assigned by Dun & Bradstreet, “D” for the CAGE 

assigned by Allied Committee 135, “LH” for the EHIBCC assigned by the European Health Industry 

Business Communications Council, and “LD” for the Department of Defense Activity Address Code 

(DODAAC).” 
Page 1 of 9 

ADC 195 

Enclosure 1 

ENCLOSURE 1 TO ADC 195, 

DLMS Unique Item Tracking (UIT) Procedures 

(DOD 4000.25-M, DLMS, Volume 2, Chapter 19) 

C19. CHAPTER 19

UNIQUE ITEM TRACKING

C19.1. SCOPE. The provisions of this chapter apply to the Military Departments 

including Coast Guard, and Defense Agencies (hereafter referred to as the DoD 

Components) responsible for Unique Item Tracking (UIT). 

C19.2. EXCLUSIONS 

 19.2.1. Classified activities that determine visibility of specific UIT assets may 

compromise operational security shall request guidance from their DoD Component. 

No DoD Component activity shall deviate from these requirements without the 

concurrence of their DoD Component and the Unique Item Tracking Committee 

(UITC). Submit requests for deviation, to include appropriate justification, to the 

Defense Logistics Management Standards Office (DLMSO), ATTN: Chairperson, 

Unique Item Tracking Committee, Suite 1834, 8725 John J. Kingman Road, Fort 

Belvoir, VA 22060-6217 by traditional mail, or via electronic mail to: DLMSO@dla.mil 

(when using electronic mail, include “ATTN: UITC Chair” in the subject line). 

 19.2.2. Small arms and light weapons program reporting requirements are 

outlined Chapter 18. 

C19.3. GENERAL. This chapter covers procedures for obtaining a UIT Designator 

Code (UITDC) (see section C19.8), reporting, populating, updating, and reconciling 

UIT assets in the DoD Component systems related to/impacted by UIT.3

 C19.4. OBJECTIVES

 19.4.1. Establish continuous visibility over all UIT assets from their point of entry 

into the DoD logistics systems through disposal, demilitarization or shipment outside 

the control of the Department of Defense.

 19.4.2. Reestablish visibility over a UIT item previously shipped outside the 

control of the Department of Defense when it is reintroduced to DoD control.

 9.4.3. Requires use of standard logistics transactions to interface UIT reporting 

between/among owners/the DoD Components and suppliers. The objective is to 

 

3

 All AIS relevant to the unique identification and tracking of item of supply throughout the DoD supply 

chain. These systems include, but are not limited to, the supply system, financial system, maintenance 

system, procurement system, the DoD Component repositories. 
Page 2 of 9 

ADC 195 

Enclosure 1 

populate accountability and, if required, visibility records using standard DLMS logistics 

transactions. These procedures do not dictate whether DoD Component systems 

accomplish UIT through an integrated AIS accommodating UIT data or through use of 

stand-alone UIT data registries. 

 19.4.4. To provide coverage for all UITC DoD level (inter-DoD Component) UIT 

programs registered through the DoD UITC in accordance with DoD 4140.1-R. 

C19.5. SAFEGUARDING AND PHYSICAL SECURITY OF UIT DATA RECORDS

 19.5.1. Secure AIS records as required by DoD 5200.1-R. 

 19.5.2. Safeguarding AIS UIT recorded data doesn’t relieve units/activities from 

the DoD Component requirements for physical, electronic, and procedural security of 

UII items. 

C19.6. VISIBILITY OF UIT ITEMS. Establishing visibility of items comprising a UIT 

program (hereafter referred to as UIT items or UIT assets) may begin at any point in 

the supply chain. Customarily, for ‘cradle to grave’ UIT programs, initial tracking 

begins at time of shipment from the manufacturer. Alternatively, a UIT program may 

begin after UIT items are already in the DoD logistics system. 

C19.7. RESPONSIBILITIES FOR UIT. The DoD Components shall: 

 C19.7.1. Maintain AIS necessary to track UIT items for which the owner has or 

had accountability/visibility. 

 C19.7.2. Submit existing and proposed DoD-level (inter-DoD Component) UIT 

programs to the DoD UITC for registration and assignment of a Federal Logistics 

Information System UITDC. Coordinate candidate UIT programs with the other DoD 

Components during the nomination process. Appendix 5 provides procedures for 

nominating and coordinating a UIT program candidate. 

 C19.7.2.1. Provide the nominating DoD Component the reason(s) when 

disapproving a UIT candidate for registration. 

 C19.7.2.2. Request mediation by the UITC when another DoD 

Component disapproves a UIT candidate program. 

 C19.7.3. Apply UITDC to National Item Identification Numbers (NIINs). (See 

section C19.27 for assigned UITDCs.) 

 C19.7.3.1. UITDCs other than code ‘UID’. Ensure the integrated material 

manager (IMM) applies the UITDC to every NIIN comprising the DoD-level program, 

for which a UITDC isn’t already assigned. The IMM assigns UITDCs to an NIIN based 

on direction by the DoD Component UIT central control point. The UITDC provides 

the DoD Components a systematic means to identify that a NIIN is subject to UIT and 

subject to these procedures. 
Page 3 of 9 

ADC 195 

Enclosure 1 

 C19.7.3.2. UITDC ‘UID’. UITDC ‘UID’ was approved for use to identify 

items which fall under OSD Item Unique Identification (IUID) policy criteria, but which 

are not part of a DoD UIT program. Assets which have UITDC ‘UID’ are not required 

to be tracked in accordance with UIT procedures/requirements. Components must 

establish the necessary interface between acquisition and supply to assure that the 

IMM assigns UITDC ‘UID’ to NIINs which fall under IUID policy/criteria, but which are 

not part of a UIT program, and are therefore not subject to these procedures. 

C19.8. NATIONAL STOCK NUMBERS (NSNs). If known, an item’s NSN, in 

conjunction with the UII4

, shall be the preferred means for tracking an item in logistics 

AIS. If there is no NSN, the owner(s) or an accountable officer shall assign a local 

control number (LCN) until a valid management control number (MCN) or NSN can be 

obtained. The DLMS provide flexibility to accommodate tracking by NSN and UII, or 

by NSN and serial number, until such time as IUID policy and use of UIIs is fully 

implemented. UIT by NSN and serial number is a transitional requirement until the 

Components fully implement the IUID concept for serially managed assets, and 

tracking by UII, across the Department of Defense

C19.9 VISIBILITY OF ITEMS. Visibility tracking shall cease when UIT items are 

shipped outside the control of the Department of Defense, or when demilitarization 

and/or disposal are confirmed. Historical UIT transactions shall be retained in an 

inactive file accessible through an automated means. 

C19.10 RETENTION OF UIT DOCUMENTATION. Audit capability is required 

following UIT document processing. Audit capabilities include the establishment and 

maintenance of transaction history that shall ensure and facilitate successful tracing of 

UIT assets for the following periods: 

 C19.10.1. Controlled Inventory Items. A minimum of 10 years for controlled 

inventory items (identified in DoD 4100.39-M) and other items that may be designated 

by the OSD and the DoD Components. 

 C19.10.2. Non-Controlled Inventory Items. A minimum of 6 years for noncontrolled items.5

 C19.10.3. Source Documents. Retain original documents or facsimiles, i.e., 

(microfilm, microfiche), Compact Disk-Read Only Memory (CD-ROM), etc., for a 

minimum of 6 years for non-controlled items and a minimum of 10 years for controlled 

 

4

 The UII is an identifier used to uniquely identity an individual asset used within the DoD. The UII may be a 

DoD Recognized IUID equivalent [e.g., Vehicle Identification Number (VIN)] or a composite structure 

defined by the DoD [refer to UII Construct 1 and UII construct 2]. Refer to DoD policy and supporting 

documentation for specific IUID guidance at http://www.acq.osd.mil/dpap/UID/. Refer to MIL-STD-130M 

(or most current version) for specific guidance marking of U.S. Military property. 

 

5

 DoD 4140.1-R requires that transaction histories be maintained for a least 2 years. Under the document 

retention requirements contained in the National Archives Records Administration (NARA) General 

Records Schedule (GRS) (reference ___), the document retention period for Accountable Officer’s Records 

is 6 years 3 months. 
Page 4 of 9 

ADC 195 

Enclosure 1 

items from date originated. Retain Foreign Military Sales (FMS) source documents 

and financial records for 10 years from date of closure. 

 C19.10.4. Transaction History. AIS transaction history files associated with UIT 

shall include both the information system transaction record and the required source 

document information that prompted the information system transaction. Transaction 

history records shall be organized and maintained in a manner that shall ensure that 

accurate information can be retrieved and collated in a timely and reliable manner for 

a minimum of 10 years. 

C19.11. DUE-IN AND ADVANCE RECEIPT INFORMATION (ARI). Establish due-in 

records in accordance with due-in procedures in Chapter 12. Upon establishing a 

due-in, provide ARI transaction (DS 527D) to each intended storage activity in 

accordance with the ARI procedures in Chapter 12. If UIIs are known at time of DS 

527D initiations, they shall be included. 

C19.12. ADVANCE SHIPPING NOTICE. When the procuring DoD Component orders 

UIT items from a production contractor, the procuring DoD Component shall ensure that 

the applicable clause is included in the contract requiring the vendor to provide UIIs in 

accordance with DoD UID Defense Acquisition Regulations Supplement (DFARS) clause 

(see http://www.acq.osd.mil/dpap/UID for specific UID DFARS clause information). The 

contractor shall submit IUID UII information to Wide Area Workflow – Receipt and 

Acceptance (WAWF-RA) in accordance with the WAWF Implementation Guide for the 

Federal Implementation Convention (IC) 856, Advance Shipment Notice; 857, Shipment 

and Billing Notice; direct on-line input; or using another comparable information exchange 

method supported by WAWF-RA. The WAWF will disseminate the vendor shipment 

notice to the procuring activity to satisfy the shipment performance notice requirement for 

the vendor to provide notification of shipment to the procuring activity using DS 856, 

including UII(s). In addition, the WAWF-RA will disseminate the vendor shipment 

information to the receiving depot or other DLMS compliant receiving system using DS 

856 including UII(s). 

C19.13. ACCEPTANCE REPORT. When acceptance at origin is applicable, the DS 

856 forwarded to the procuring and receiving activity will reflect accepted IUID 

information. When acceptance at destination is applicable, the receiving system may 

report acceptance, including UII(s), using the DS 861, Acceptance Report, to WAWF. 

Where electronic interface is not available, the receiver may report acceptance, 

including UII(s), using direct on-line input to WAWF-RA. WAWF will extract the IUID 

information for all Government accepted IUID items and forward to the DoD IUID 

Registry. For additional information/guidance on the IUID registry see the UID website 

(http://www.acq.osd.mil/dpap/UID/). 

C19.14. MATERIAL RECEIPT.

 C19.14.1 RECEIPT. The receiving activity shall notify the owner when UIT 

items are received. Submit receipt, including UII(s), using DS 527R receipt 

transaction, in accordance with the receipt procedures in Chapter 13. 
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 C19.14.2 CORRECTION OF ERRONEOUS RECEIPTS. The preferred method 

for correcting receipt errors for complete or partial receipt reversal (accountable 

document quantity, UII(s), or both) is to submit a DS 527R reversal in accordance with 

Chapter 13 receipt procedures to correct the audit trail. 

C19.15. UII RECEIPT DISCREPANCIES. When UII(s) received do not match 

accompanying UII documentation (i.e., quantity and/or UII(s)), the receiving activity 

shall record the actual quantity and UII(s) received, and notify the shipping activity or 

ICP/IMM, as applicable, of the discrepancy. The receiving activity shall submit a 

Supply Discrepancy Report (SDR) showing the appropriate discrepancy code for 

quantity and UID discrepancies in accordance with SDR procedures. For shortages or 

overages in shipments of controlled inventory items, arms, arms parts, ammunitions, 

and explosives, report within 24 hours of discovery (see SDR response timeframes). 

Action activities shall reply to all SDRs within 30 calendar days from date of receipt of 

reports by the action activity when associated with shipments of controlled inventory 

items. See Chapter 17 for SDR procedures. 

C19.16. REINTRODUCTION OF UII ITEM PREVIOUSLY SHIPPED OUTSIDE THE 

CONTROL OF THE DOD. When a UIT item(s) previously shipped outside the control 

of the DoD is reintroduced to DoD control, the receiving activity shall report the 

receipt, including UII(s), to the owner. The receiving activity shall submit the receipt 

using DS 527R. 

C19.17. MATERIAL REDISTRIBUTION AND RELEASE. The shipping activity shall 

release the appropriate number and condition code of UII(s) items without regard to 

the UII(s) selected. Also applies to DRO. There is currently no documented 

requirement for an owner to direct release of a specific UII(s).

C19.18. CANCELLED MRO/DRO SUPPORTING UII MATERIAL RELEASE. 

 C19.18.1. The storage activity shall confirm MRO or DRO cancellation to the 

owner, including UII(s). The storage activity shall confirm MRO or DRO cancellations 

in accordance with DS 945A (material release cancellation advice or disposal release 

cancellation advice) in accordance with Chapter 4. 

 C19.18.2. The owner shall confirm MRO cancellation with Status Code BQ using 

DS 870S, via DAAS to eligible status recipients. Data are entered in the eligible status 

recipient’s AIS. 

C19.19. MATERIAL RELEASE CONFIRMATION (MRC). For all UIT programs, the 

shipping activity shall confirm material release to the owner and report UII(s) shipped. 

The storage activity shall submit MRC, including UII(s), using DS 945A, processed in 

accordance with Chapter 4. 

C19.20. CONFIRMATION OF SHIPMENT TO DEMILITARIZATION AND/OR 

DISPOSAL. The shipping activity shall report to the owner shipment of all UII item(s) 

to demilitarization and/or disposal. The storage activity shall submit DS 945A 

including UII(s). 
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C19.21. SHIPMENT STATUS. For all UIT programs, the shipping activity shall report 

shipment status, with UII(s) selected for shipment, to the receiving DoD Component. 

The receiving DoD Component shall enter the data in their AIS to identify UII(s) 

received are the UII(s) reported shipped.

C19.22. PHYSICAL INVENTORY OF UII ITEMS. Physical inventory of UIT items 

shall be conducted in accordance with chapter 6 physical inventory procedures. 

There is currently no DoD requirement to inventory by UII. 

C19.23. DOD STOCK READINESS (SR) PROGRAM. Under the SR program, DoD 

requires uniform care of supplies, including the inspection and reporting of condition 

and serviceability of materiel, and the scheduling, controlling, and reporting of 

packaging and other cost reimbursable actions in support of care of supplies in 

storage (COSIS). For UIT items, the distribution depot will report storage quality 

issues requiring COSIS work to the material owner via the Storage Quality Control 

Report, including UII, for approval, in accordance with DLAI 4145.4/AR 740-

3/AFJMAN 23-231/NAVSUPINST 4400.100/MCO 4450.15 Stock Readiness. DS 

842S/R applies. 

C19.24. SIGHT VERIFICATION UNDER SPECIAL CIRCUMSTANCES. Reserved. 

[NOTE: This capability is to be provided on an exception basis by DS 140B. DLMSO 

will staff a proposal updating DS 140B and addressing this requirement.]

C19.25. DLMS TRANSACTIONS WITH UIT CAPABILITY. The following DLMS 

transactions have UIT capability. The associated DLMS chapter for processing the 

transactions is identified: 

DS # TITLE Process IAW 

(DLMS Volume, Chapter) 

140A6 Small Arms Reporting Vol 2, Chapter 18 

140B Unique Item Tracking Reporting Vol 2, Chapter 19 

180M Material Returns Reporting Vol 2, Chapter 11 

511M Requisition (Modification) Vol 2, Chapter 4 

511R Requisition Vol 2, Chapter 4 

527D Due-in, Advance Receipt, Due Verification Vol 2, Chapter 12 

527R Receipt, Inquiry, Response and MRA Vol 2, Chapter 13 

810L Logistics Bill Vol 5, Chapter 2 

842A/W SDR submission Vol 2, Chapter 17 

842S/Q Storage Quality Control Report Vol 2, Chapter 21 

842S/R Storage Quality Control Report Reply Vol 2, Chapter 21 

 

6

 DS 140A is specific to use for Small Arms tracking under the DoDSASP. 
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Enclosure 1 

DS # TITLE Process IAW 

(DLMS Volume, Chapter) 

846A Asset Reclassification Vol 2, Chapter 7 

846F Ammunition Freeze/Unfreeze Vol 2, Chapter 14 

846I Asset Status Inquiry/Report Vol 2, Chapter 5 

856 Advance Ship Notice Vol 2, Chapter 19 

856S Shipment Status Vol 2, Chapter 5 

861 Acceptance Report Vol 2, Chapter 19 (WAWF)

870M Materiel Returns Supply Status Vol 2, Chapter 11 

888A7 Small Arms Data Change Vol 2, Chapter 18 

888B Unique Item Data Change Vol 2, Chapter 19 

940R Material Release Vol 2, Chapter 4 

945A Material Release Advice Vol 2, Chapter 4 

947I Inventory Adjustment Vol 2, Chapter 7 

 

C19.26 DOD-LEVEL UIT PROGRAMS

 C19.26.1. DoD Small Arms Serialization Program (DODSASP). See DLMS, 

Volume 2, Chapter 18, Small Arms Serial Number Registration and Reporting for 

DODSASP procedures. 

 C19.26.2. Radiation Testing and Tracking System (RATTS) Program

 C19.26.2.1. RATTS is a program established to provide regulatory and 

statutory compliance with Federal, state, and local regulations for the use of 

radioactive materials in fielded chemical defense equipment and in industrial 

applications. It maintains visibility of radioactive source UIIs and wipe test results. It 

is designed to provide strict control and identification of all radioactive sources to 

comply with Nuclear Regulatory Commission (NRC) license requirements. 

 C19.26.2.2. The cell, detector chemical (a component of the M43A1 

detector), and the drift tube module (a component of the chemical agent monitor (CAM)) 

are reportable. In turn, the M43A1 detector and M43 alarm are components of the 

M8A1 chemical agent alarm. The drift tube module in the CAM is the key component of 

the end item. Hereafter the cell, detector chemical and CAM drift tube module are 

identified as radioactive “sources.” The requirements for these reporting standards as 

set forth in the NRC License 12-00722-13 and 12-00722-14. 

 C19.26.2.3. The NRC licenses require UII control of the radioactive source 

throughout its life cycle. The NRC requires a wipe test on an annual basis for the 

 

7 DS 888A is specific to use for Small Arms tracking under the DoDSASP. 
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Enclosure 1 

M43A1 detector radioactive source and CAM radioactive source. In addition, the 

M43A1 detector radioactive source and the CAM radioactive source must be wipetested within 6 months of transfer to another activity. 

 C19.26.3. Navy Depot Level Reparable (NDLR) Program. The NDLR is the 

recognized inter-DoD Component UIT program for Navy-managed DLRs. 

 C19.26.4. The Army Maintenance Management System (TAMMS) Equipment 

Data Base (TEDB). 

 C19.26.4.1. The TEDB identifies major end items for all ground, rail, and 

some construction equipment and watercraft. The information is maintained on 

vehicles accepted into the Army inventory and includes their age, location, NSN redesignations, overhaul/rebuild/recapitalization and Operating Tempo 

(OPTEMPO)/usage data. Information is also provided on OPTEMPO (usage) and 

vehicle age (miles and years). It is used for procurement planning, budgetary 

justifications, redistribution of assets, identity of candidates for safety recalls or 

overhaul; and for one-time logistics reports and summaries to field units. Additionally, 

units use the data to reconstruct lost or destroyed equipment logbooks, and missing or 

illegible serial/registration numbers. The TEDB is the repository for the Army Vehicle 

Registration Number Program. The U.S. Army Logistics Support Activity is 

responsible for recording and maintaining a cross-reference file for all Army vehicle 

registration numbers on all Army vehicles during their life span. Information from this 

program meets several management needs such as satisfying state and foreign 

country registration requirements and assisting law enforcement agencies. The 

registration number remains unique to a specific item of equipment during its life span. 

 C19.26.4.2. TEDB benefits the warfighter because it is a single source for 

selected vehicle information. Organizations requiring vehicle location, 

OPTEMPO/usage, or age information can obtain this information from the TEDB for 

units throughout the Active Army and Reserve components regardless of the 

equipment manager. The TEDB contributes to improved budgetary, logistics 

acquisition, and depot program management at all levels of the Army. 

 C19.26.5. Aviation Component Tracking Program. The Aviation Component 

Tracking Program is comprised of a set of procedures and databases designed to 

ensure unique part identification for flight safety parts and for life managed or special 

interest items. It provides for control, improved accountability and visibility of U.S. 

Army Aviation equipment. The Maintenance Consolidated Database contains the life 

cycle installation/removal/repair data for all life managed and special interest items. 

The Maintenance Consolidated Database, by maintaining the central repository for 

historical component data, allows for the recovery of critical data and continued use of 

parts with missing or erroneous data that would otherwise have to be scrapped. 

 C19.26.6. Tritium UIT Program. This program identifies all primary and 

secondary items comprised of tritium throughout the Army, Army Reserve, National 

Guard and Marines. This program is necessary to meet a requirement for visibility of 

where all tritium sources are at all times. 
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Enclosure 1 

 C19.26.7. Controlled Cryptographic Items (CCI) Program. This program was 

established to meet NSA requirements to maintain visibility of controlled cryptographic 

end items, standalone CCI and embedded CCI. CCI shall perform a complete 

physical inventory at periodic intervals not to exceed 12 months between successive 

inventories in accordance with NTISSI No. 4001, Controlled Cryptographic Items 

(reference ___). This inventory must include all CCI equipment and uninstalled CCI 

components. This is necessary to guard against preventable losses of un-keyed CCI 

to an actual or potential adversary.

C19.27. UNIQUE ITEM TRACKING DESIGNATOR CODES (UITDC). The Federal 

Logistics Information System is the authoritative source for the UITDC. The UITDC 

indicates that an item requires DoD level UIT and identifies a DoD UIT program 

associated with the UIT requirement. The UITDC can also identify items which fall 

under the DoD IUID criteria but which are not subject to a DoD UIT program. All IUID 

items subject to a DoD UIT program will be identified by a UITDC other than ‘UID’. 

See section C19.7.3 for application of UITDC. UITDC are as follows: 

UITDC EXPLANATION 

AAA DoD Small Arms Serialization Program (DODSASP) 

AAB Security Risk Category I Non-Nuclear missiles and Rockets 

AAC Radiation Testing and Tracking System (RATTS) Program 

AAD Navy Depot Level Reparables (NDLR) Program 

AAE The Army Maintenance Management System (TAMMS) Equipment Data Base 

(TEDB) 

AAF Aviation Component Tracking Program 

 AAG Tritium Unique Item Tracking Program 

AAH Controlled Cryptographic Items (CCI) 

UID Assets which meet DoD IUID criteria for marking, but which are not subject to 

DoD UIT program/tracking requirements.8

 

8

 See http://www.acq.osd.mil/dpap/UID for UID policy and criteria for assigning IUID to materiel. 
Page 1 of 3 

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Enclosure 2 

ENCLOSURE 2 TO ADC 195, 

DLMS Unique Item Tracking (UIT) Procedures 

(DOD 4000.25-M, DLMS, Volume 2, Appendix 5) 

AP5. APPENDIX 5 

INSTRUCTIONS FOR SUBMISSION OF DOD 

UNIQUE ITEM TRACKING (UIT) PROGRAM 

CANDIDATES

To obtain a FLIS UIT Designator Code, DoD UIT Committee (UITC) 

representatives shall review the request for completeness and submit UIT 

program candidates to the UITC Chair in accordance with the instructions 

provided below. 

UITC website: http://www.dla.mil/j-6/dlmso/Programs/Committees/UITC/UITC.asp. 

AP5.1 ORIGINATOR

AP5.1.1. UITC Representative: Include the name, organization and office 

symbol, and DSN and commercial telephone number, and electronic-mail 

address. 

AP5.1.2. DoD Component: Identify the DoD Component submitting the 

UIT program candidate or the joint DoD Component group/committee 

sponsoring the program candidate. 

AP5.1.3. Originator: Identify the person who can discuss the concepts, 

needs, and the rationale underlying the UIT program candidate. Include 

the name, organization and office symbol, and DSN and commercial 

telephone number, and electronic-mail address. 

AP5.1.4. Program Sponsor: Include the name, organization and office 

symbol, and DSN and commercial telephone number, and electronic-mail 

address. 

AP5.2. UIT PROGRAM CANDIDATE:

AP5.2.1. Program Name: Enter the full name of the UIT program 

candidate. Spell out all acronyms. 
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Enclosure 2 

AP5.2.2. Program Description: Provide a brief description of the UIT 

program and its applicability to the overall DoD UIT Program. Identify the 

functional area associated with the UIT program candidate, any other 

program which may be affected by, or have an interest in, and if 

applicable, cite authority documents. Identify any additional data element 

requirements that may be added, revised, or deleted as a result of this 

program. 

AP5.2.3 Justification for UIT Requirement: Provide background and 

support for the UIT program candidate. Elaborate on the need for the UIT 

program candidate in a context that allows evaluators to understand the 

full impact of the program and the impact of not maintaining the status 

quo. Also, provide responses to the following questions: 

AP5.2.3.1. What value does the UIT candidate program add to 

the DoD UIT Program? 

AP5.2.3.2. What potential customers will benefit from the 

candidate UIT program? 

AP5.2.3.3. How does the candidate UIT program contribute to 

the accountability and visibility of the asset being tracked? 

AP5.2.3.4. Is the candidate UIT program compliant with sections 

C5.3 (Item Accountability, Control and Stewardship) and C6.3 

(Unique Item Tracking (Visibility) of, DoD 4140.1-R, DoD Supply 

Chain Materiel Management Regulation? If yes, at what level and 

when was compliance achieved? If no, is there a plan to become 

compliant with DoD 4140.1-R, sections C5.3 and C6.3? 

AP5.2.3.5. How many line items (NSN + UIT elements (UII, serial 

number, part number, etc. = line item) are to be tracked? 

AP5.2.3.6. How many reportable line items and UIT events are to 

be reported (1 NSN:1 UII, end article NSN/UII and component 

NSN/UII, multiple (variable number) reportable NSNs/single or 

multiple UIIs, etc.)? 

AP5.2.3.7. At what level will the assets be tracked (wholesale, 

below wholesale, contractor facilities, etc.)? 

AP5.2.3.8. What is the name and location of the AIS where the 

assets will be reported? What standardized transactions will be 

used to report the assets (DLSS or DLMS etc.)? 

AP5.2.3.9. In accordance with DoD 4140.1-R, subparagraph 

C6.3.2.3, what provisions have been made for use of AIT? 
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Enclosure 2 

AP5.2.3.10. In accordance with Item Unique Identification (IUID) 

policy, IUID is a system of marking items with UIIs that have 

machine-readable data elements to distinguish an item from all other 

like and unlike items. A data matrix is used for marking. DoD 

requires IUID for specific categories of items. All UIT program items 

fall under the IUID category of serial managed assets. Accordingly, 

UIT program items require 2D marking in accordance with IUID 

policy. IUID policy and specific IUID guidance are available at 

http://www.acq.osd.mil/dpap/UID. 

For specific guidance on marking DoD property for IUID, refer 

to MIL-STD-130M (or most current version). For items that are not 

currently in compliance with IUID marking policy, provide medium in 

use and placement of UIT identification. 

AP5.2.3.11. Identify any special processing requirements. For 

example, for Navy Depot Level Reparables, Navy indicated they 

did not want the DLA distribution depots to open the containers to 

verify UII information. Such requirements should be identified and 

explained, as part of the program submission process. Also, 

identify the following: 

AP5.2.3.11.1. Physical handling (e.g., whether or not to 

sight verify (open containers, etc.). 

AP5.2.3.11.2. Proposed types of UIT events to be reported 

(e.g., receipt, shipment, demilitarization, reconciliation, 

gain/loss, etc.).